In order to enforce a file naming convention in any organization, just follow these simple steps…
- Establish and define a clear file naming convention which can scale up in the long term for many years. (Not just until next week)
- Document the file naming convention in writing with guidelines and samples. Make the documentation available to everyone and distribute it to everyone. Have one version of the guidelines available for everyone to follow, even if it is updated for any reason. Share a link to it.
- Train people on how to use the file naming convention properly.
- Assess the people who were trained (give them a written test) by having them demonstrate they understand and can follow the file naming convention guidelines.
- Follow the file naming convention after the training and assessments.
- Enforce it. Keep everyone equally accountable.
- When someone has violated the file naming convention, let them and their supervisor know by email. Every time. You can only violate the rules so many times. Three strikes and you are out.
- The first time the file naming convention is not followed, email the person those guidelines again and have them correct the file name(s) themselves within the same business day. Have them communicate once the file name(s) has been corrected.
- The second time the file naming convention is not followed, give them remedial training and the assessment again. Then, have them correct the file name(s) themselves within the same business day. Have them communicate once the file name(s) has been corrected.
- The third time the file naming convention is not followed, visit them with the file naming convention bat.
Thank you for using the established file naming convention. Have a nice day.
The file naming convention bat is now available in black and blue, with accents of red. For those who prefer Cricket, we have one of those models available as well. Later, we will be reviewing how to enforce completed metadata fields in a DAM.
Let us know when you are ready for some vendor neutral consulting on Digital Asset Management.
June 21, 2012 at 6:31 PM
Listen to the audio podcast on ‘How do I enforce a file naming convention?’